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Travel Card Do's and Don'ts

With the privilege of a Government travel card also comes the responsibility for its proper use. Federal employees may only use the travel charge card to pay for expenses listed on the travel authorization.

Your Government travel card is a tool that assists you in the performance of your duties. The manner in which you use the travel card will reflect directly upon you as an employee and as an individual.

You must use the card only for authorized expenses incurred in connection with official travel orders that are approved in the agency travel management system. Possession of the card does not exempt you from the use of Department’s Travel Management Centers (TMC) or Government contract carriers when required.

Do retain your receipts while on travel so you have accurate information to file a travel claim and to reconcile your monthly statement.

Do file your travel Voucher within five (5) business days after trip completion.

Do use Split Disbursement.

Do safeguard your card and assure it is not lost or stolen. If this does occur, report your lost or stolen travel card to the bank and your Agency/Organization Program Coordinator (A/OPC) or travel coordinator immediately.

Do surrender your travel card to your supervisor upon separation from HHS. Advise your A/OPC if you have transferred, or notify the bank if you have changed your mailing address.

Do become familiar with the Federal Travel Regulations (FTR) and your OpDiv’s travel guidelines. Read theHHS Travel Policy Manual or visit GSA’s website for more information about travel card policy.

DON’TS:

Don’t use your travel card for personal expenditures that are not authorized or reimbursable on the travel voucher.

Don’t use your travel card when you are not on official travel status.

Don’t allow others to charge purchases on your travel card.

Don’t put other employees’ travel expenses on your card, including group food or drinks.

Don’t charge office supplies, training, conference fees, photocopies, postal services, equipment, or bottled water for groups on the travel card. Use the purchase card or other acquisition procedures to procure non-travel services and products.

Don’t forget to file your travel claim within 5 business days after trip completion, or once every 30 days if you are on extended TDY travel.

Don’t use your travel voucher reimbursement for personal gain. Failure to pay the bank can result in termination of charge card privileges and/or salary offset.

Don’t allow your travel card account to become delinquent. Delinquency occurs on the first day after the due date.

Don’t obtain cash advances that exceed the authorized travel meals and incidentals (M&IE) per diem for the trip (Example: $35 M&IE per diem x 5 days = $175 is the authorized amount).

Don’t wait to report a lost or stolen travel card to the bank and to your Agency/Organization Program Coordinator (A/OPC) or travel coordinator.

Don’t forget to take the travel card refresher training course, as required by HHS and the OMB Circular A-123 Appendix B.